IRIS Payroll guide to converting data from IRIS PAYE-Master.

Transcription

1 IRIS Payrll guide t cnverting data frm IRIS PAYE-Master

2 Cntents Intrductin... 3 What is cnverted?... 3 What is nt cnverted?... 3 Cnverting the payrll data... 4 What yu need t d nw in IRIS Payrll Prfessinal... 6 Imprtant checks after Cnversin... 6 Befre cnversin if RTI is enabled in IRIS PAYE-Master Hw t cntact us

3 Intrductin This guide explains hw t cnvert yur data frm IRIS PAYE-Master t IRIS Payrll Prfessinal. It details what is cnverted and what is nt, and explains hw t reslve sme f the issues that may arise frm running the Cnversin prgram. Please read this entire guide befre beginning the Cnversin. If yu have any questins n this guide r difficulties with cnverting, please dn t hesitate t cntact ur Supprt department wh will be happy t help yu. Yu can call them n r them at payrllpr@iris.c.uk What is cnverted? Emplyee Details Year t Date amunts Additins and Deductins, Pensins and Attachments Statutry Payments SMP/SAP/SPP Fr each mnth where, under RTI, the Emplyer Payment Summary has been sent t HMRC, the fllwing year t date values will als be cnverted and SMP Recvered SMP Cmpensatin OSPP Recvered OSPP Cmpensatin ASPP Recvered ASPP Cmpensatin SAP Recvered SAP Cmpensatin SSP Recvered CIS Deducted NIC Hliday If there has been N Pay This Perid What is nt cnverted? Cmp Rebate and Amunt pensins Absence Details SSP Amunts PAYE Remittance Reprt Amunts 3

4 Cnverting the payrll data If yu have RTI enabled fllw the steps fund n page 17 prir t fllwing the Cnversin Guide In IRIS PAYE-Master make sure yu have cmpletely finalised the payrll fr each cmpany yu wish t cnvert BEFORE attempting t run the cnversin prgram. If yu are cnverting part way thrugh the mnth, print a PAYE Remittance reprt t cver the mnth s far. Make sure yu have installed and licensed IRIS Payrll Prfessinal as per the Getting Started guide that came with yur CD, and that bth IRIS PAYE-Master and IRIS Payrll Prfessinal are nw clsed dwn. 1. Click n the Windws Start buttn, g t All Prgrams/IRIS Payrll Prfessinal and then click n IRIS PAYE-Master Cnversin. 2. At the Welcme screen yu are asked t enter the Admin passwrd fr IRIS Payrll Prfessinal befre yu can prceed. By default this is: admin Click Lgin The prgram then checks the IRIS Payrll Prfessinal Licence details t make sure the number f cmpanies due t be cnverted des nt exceed yur new licence. A check is als made t ensure cmpanies in IRIS PAYE-Master are finalised. 3. The next screen displays a list f yur IRIS PAYE-Master cmpanies alng with: Current and cnverted data lcatins Finalised status Cnvert? Optin Any cmpanies which have nt been finalised in IRIS PAYE-Master are unavailable fr cnversin. 4. At this pint it is pssible t change where the cnverted data will be saved, if needed. T d this, click n the current lcatin in the Cnverted Cmpany Lcatin clumn and a brwse windw will pen, allwing yu t select a new lcatin. The display will refresh t shw this new lcatin when yu click elsewhere n the screen. 4

5 5. Select cmpanies t cnvert by clicking the relevant bxes in the Cnvert? clumn and then clicking Cnvert. Yu will see a prgress indicatr as the data is cnverted: If the cnversin was unsuccessful, yu will see this message: If the cnversin was unsuccessful, send yur cmpany data files and the Cnversin_Errrs.xml file t Supprt. The Cnversin_Errrs.xml is created in the flder that IRIS Payrll is installed in. Yu need t attach these files t an and send them t payrllpr@iris.c.uk. If yu need help lcating the files, cntact IRIS Supprt n the same address r call n Click OK t pen the Cnversin Stage Status screen which will shw yu which stage went wrng. If n errrs are fund, the Cnversin Status screen will appear and all stages will be marked as successful. 6. Click OK t end the Cnversin prgram. 5

6 What yu need t d nw in IRIS Payrll Prfessinal Imprtant checks after Cnversin After successfully cmpleting the cnversin pen IPP and make the fllwing checks: Cmpare the Year t Date Summaries frm bth systems Recncile cnverted figures in IRIS Payrll Check the Cmpany Statistics Check randm emplyees fr crrect year t date values Check Payments/Deductins and Rates f Pay/Overtime factrs have cnverted crrectly Check Pensins Check Attachment f Earnings rders Input PAYE Remittance Reprt Amunts Paid Input Absence and SSP Details Parallel run the next payrll with IRIS PAYE-Master 6

7 1. Cmpare the Year T Date Summaries frm bth systems T print these in IRIS Payrll g t the Reprts menu and select Year t Date Summary. Make sure the Week N is set t 56 and the Mnth N is 12 befre yu print 2. Recncile cnverted figures in IRIS Payrll Print and cmpare the fllwing reprts: Frm IRIS Payrll Prfessinal, the P35 Summary and the Year t Date Summary Frm IRIS PAYE-Master, the P35 and Payrll Summary 3. Check the Cmpany Statistics Check the figures in the bttm right f the screen in IRIS Payrll t make sure all emplyees have transferred 4. Check randm emplyees fr crrect t-date figures G t the Emplyee menu and chse Select Emplyee. Click n an emplyee in the list and click OK. Select the T-Date tab card and check the figures 5. Check Payments/Deductins & Rates f Pay/Overtime Factrs have cnverted crrectly Additins and deductins are referred t in IRIS Payrll as Payments and Deductins and Rates and Factrs. Payments and Deductins can be fund by selecting Cmpany/Alter Payments and Deductins frm the menu. Rates and Overtime Factrs can be fund by selecting Cmpany/Alter Cmpany Details and then clicking n the relevant tab cards. All additins and deductins in IRIS PAYE-Master will be cnverted t IRIS Payrll Payments and Deductins if the Pay Cde number is greater than 10 and the Pay Descriptin is nt Unused Anything else will need t be set up manually in IRIS Payrll! Any standard payment set up as Hurs in IRIS PAYE-Master, will be cnverted int cmpany Rates and Factrs and a standard Rate entry added fr each emplyee. It will als be created as a Payment r Deductin The Factr narrative will be set t Time & Half fr an entry f 1.5, Time & Third fr an entry f 1.33 r 1.333, Time & Quarter fr an entry f 1.25, Duble Time fr 2.0 and Triple Time fr entries f 3.0 Any variatin withut a standard amunt will NOT be cnverted IRIS PAYE-Master has n t-date values fr additins and deductins s they will be set up in IRIS Payrll withut a current year t-date. T-date amunts can be added manually after the cnversin by typing directly int the T-Date clumn in each emplyee s details Any cmpanies which use the Multiplier field as a Rate per Hur will need t manually adjust the Rates and Factrs in IRIS Payrll Imprtant Ntes: Only twelve multiplicatin Factrs will be created. If there are mre than twelve, the emplyee will still have the standard hurs cnfigured but using the twelfth multiplicatin Factr Any pay element that is n Hld will be cnverted and becme and active payment r deductin 7

8 Imprtant Nte: Full instructins n hw t set Payments and Deductins up frm scratch can be fund by clicking n Help n the main menu and selecting IRIS Payrll Prfessinal Help. Chapter 5 cvers Payments and Deductins and yu will find many detailed examples there. Rates and Overtime Factrs are cvered in Chapter 4 Setting Up a Cmpany and Chapter 6 Starters Leavers and P45 s 6. Check Pensins Pensins are set up as Payments and Deductins. Yu need t set up a separate Deductin fr each scheme yu have, fr bth the Emplyer s and Emplyee s cntributins. If yu need t create them at this stage yu may find it easiest t create them using the Wizard, as it asks questins t help yu narrw dwn the varius ptins. Fr each pensin set up fr an emplyee n IRIS PAYE-Master, an equivalent deductin will be created at Cmpany level in IRIS Payrll The title fr the deductin in IRIS Payrll will be taken frm either the Fund Descriptin, the Scheme Reference r the Pensin Type, in that rder, with either Ees r Ers added t it, depending n whether it is an emplyee r emplyer cntributin. Fr example: Pensin in IRIS PAYE-Master Fund Descriptin = Nrwich Unin Reference = ABC Type = Main Scheme Emplyee Fund Descriptin = Nrwich Unin Reference = ABC Type = AVC Emplyer Fund Descriptin = Blank Reference = Nat West Type = Stakehlder Emplyee Created in IRIS Payrll as Nrwich Unin Ees Nrwich Unin AVC Ers Nat West Stakehlder Ees If a pensin deductin in IRIS PAYE-Master has mre than ne payment type, fr example, sme emplyees have type value and sme have type %, but the descriptin is the same, the system will nly cnvert the first ne it encunters. This means after cnversin yu will need t check which has been cnverted and then set up a secnd deductin at cmpany level using the ther type. Yu will then need t apply it t the relevant emplyees T add r edit Payments and Deductins, select Cmpany/Alter Payments and Deductins frm the main menu in IRIS Payrll. Yu can find much mre detailed help and examples within Chapter 5 f Help Imprtant Nte: Cmp Rebate and Amunt pensins are nt cnverted frm IRIS PAYE-Master; they will need t be set up manually in IRIS Payrll Imprtant Nte: Each Payment / Deductin can be assigned t a Reprt Grup. This is ne f the ptins when yu set up a Payment r Deductin at cmpany level. Sme f the standard reprts use a Pensin Reprt Grup t print the verall Emplyer's Cst. T make sure the reprts functin crrectly yu must assign any Pensin-type deductins t the relevant reprt grup. Yu will find mre infrmatin n this in Chapter 5 f Help 7. Check Attachment f Earnings Orders Each Attachment f Earnings Order in IRIS PAYE-Master will be cnverted t an equivalent Deductin in IRIS Payrll. The title will be taken frm the AEO Type field The start date f Cuncil Tax rders will be used t decide which type f rder t create in IRIS Payrll Only AEOs with a Status f Active and On Hld This Perid and a Remaining value greater than zer will be cnverted AEOs wrk differently in IRIS Payrll. The amunt an emplyee wes (Remaining) is transferred t the T-Date value in IRIS Payrll. The T-Date value reduces each time the payrll is run and 8

9 an amunt is deducted. Once the T-Date value reaches zer, deductins will cease. Mre details n the different types f AEO s can be fund in Chapter 5 f Help. Imprtant Nte: Pensins and AEOs will nt be cnverted if the Status is nt set t Active r On Hld This Perid 9

10 8. Input PAYE Remittance Amunts Paid If cnverting during the middle f the mnth yu shuld have printed the PAYE Remittance Reprt fr the part mnth befre cnverting. The Amunt paid t the HMRC frm the reprt needs t be manually updated in IRIS Payrll befre any payrlls are run. 1. Frm the Cmpany menu select Alter Cmpany Details 2. Select the P35 Details buttn and click n the Revenue Ttals tab card 3. Input nly the Amunts Paid frm yur PAYE Remittance Reprt int the Amunt Paid clumn Imprtant Nte: Yu will need t select the Since Last Cleardwn ptin when printing the Mnth end Summary in IRIS Payrll (the equivalent f the PAYE Remittance Reprt) This is nly required the first time yu print it; in subsequent mnths yur preferred ptin can be selected 10

11 9. Input Absence and SSP details All SSP Payments and Hliday need t be set up manually. Statutry Sick Pay If yu are currently paying an emplyee SSP, yu need t enter the absence int the Diary. 1. Click n the Emplyee menu and select Absence Diary. Select the Emplyee frm the list, and their Diary will pen 2. Find the first day f the current perid f sickness; dn t frget t include any linking perids 3. Duble click n that day and a new windw will pen 4. In the T bx, alter the date t the last day f sickness, and then click OK 5. A green line will appear n the Diary. This represents the perid f sickness. An amunt f SSP t be paid in the next payrll run appears in the bttm left crner f the windw, and if yu hver yur muse ver the green line, details f the SSP appear 11

12 6. The amunt f SSP shwn may be incrrect, because yu have already paid sme f it n IRIS PAYE-Master. In that case, when yu run the first payrll, alter the amunt f SSP that cmes up n the emplyee s Payrll Details screen, by clicking n the arrw as indicated 7. It may be that when yu enter the sickness absence int the Diary, n SSP amunt appears r it states SSP Nt Entitled and yu knw they are entitled. This can happen when there is nt enugh pay histry n the system t calculate the average earnings fr SSP Cancel ut f the diary and d nt save the sickness entry yu have made. Yu need t frce the SSP entitlement thrugh by altering sme amunts in Emplyee Details: a. Frm the Emplyee menu click Select Emplyee b. Select the relevant emplyee c. Select the SSP tab card. On the right hand side yu will see a sectin entitled Previus Grss d. Scrll dwn it until yu cme t the current pay week (the LY refers t the week in the previus tax year), and enter in amunts f 200 in each f the 8 previus weeks e. Click n OK t save the infrmatin and clse the screen f. Yu then need t g back t the Diary and re-enter yur sickness details 8. If the figures still d nt cme up as expected, yu can either save them as they are and alter them during Payrll n the Input/Edit Payrll Details screen, r cntact Supprt fr further assistance Hlidays Hliday entitlement is set up at cmpany level; hwever these settings nly apply t new emplyees subsequently added t the system. Select Hliday Set-up frm the Cmpany menu t set up yur default Hliday settings. Chapter 14 f Help has detailed infrmatin n all the ptins. Each individual emplyee yu have cnverted will need their current Hliday infrmatin entering n the Salary tab card f their Emplyee Details. This is time cnsuming but there are sme shrtcuts available, such as using Emplyee Templates. 12

13 Using Emplyee Templates t alter Emplyee Details, step by step If yu knw that sme Emplyees have sme Hliday infrmatin the same, fr example, all Emplyees in the cmpany have a Hliday Entitlement f 25 Days, yu can use Emplyee Templates t apply that infrmatin t all f them in ne g. In this example we are ging t use Emplyee Templates t alter Hliday infrmatin, but it is pssible t use them t update many ther fields in Emplyee Details. Using the Apply buttn yu can apply a Template t an existing emplyee r a range f existing emplyees. When applying a Template yu change nly the infrmatin specified in that Template. The rest f the emplyee s data is left intact. Please Nte: Yu may want t try ut the example described here within the Dem Cmpany first f all. T select the Dem Cmpany, click n the Cmpany menu and Select Cmpany. Click n the Dem buttn at the bttm f the screen. First f all make sure yu have backed up yur cmpany data. Chapter 11 f Help has infrmatin n backing-up. 1. Once yu are cnfidently backed up, g t the File menu and select Operatr Preferences. Make sure Use Emplyee Templates is ticked n the right hand side, and click OK 2. G t the Emplyee menu, and select Emplyee Templates. Yu will see the fllwing screen: 3. Click n the Add buttn 13

14 4. In the bttm left, enter a Template Name, s that yu can recgnise it if yu want t use it again 5. Scrll dwn t the bttm f the Field Name list and yu will see fur Hliday Fields; Hliday Perid, Hliday Rate, Hliday Entitlement and Hliday Left Hliday Perid: Hliday Rate: Hliday Entitlement: Hliday Left: If yu click n the bx in the New Value clumn next t Hliday Perid, yu will see an arrw. Click n the arrw t get a drp dwn list f the chices yu have fr this field. The chices are: Hurs, Days, Weeks, Mnths, (%) Accrual, (X) Accrual Yu may have a set amunt each emplyee gets per hur/day/week/mnth fr their hliday. This will prbably differ t much fr a general update like this. This is the amunt f annual hliday an emplyee is entitled t. In ur example it is 25 days s we wuld set this t 25. This will mst likely be different fr every emplyee s is nt really relevant fr a general update like this. 6. Using an example f a general cmpany-wide Hliday Allwance f 25 days yu wuld chse Days frm the New Value clumn next t Hliday Entitlement This cmpleted Template will allcate 25 Days Hliday Entitlement t every emplyee in the cmpany 7. Click OK t save it and g back t yur list f Templates 8. Make sure the newly created Template is highlighted and click n the Apply buttn n the right 9. This pens the Emplyee Selectin screen 14

15 The tp f the screen gives yu tw chices, All and Select Nw. Select Nw enables yu t fine tune which emplyees t select, allwing yu t create mre detailed Templates in the future if yu need t. Fr example, yu culd apply a Template t a range f emplyees, ne r mre selected Departments, r just t selected Emplyee Cdes 10. In ur example we are applying the Template t all emplyees s leave All selected and click OK. The Template Apply Mde windw allws yu t fine tune yur selectin even mre. The three ptins yu are given here are: Dn t verwrite any existing data Overwrite existing data Overwrite existing data with warnings Fr example: If sme emplyees already had a Hliday Entitlement different t the ne yu are applying, and yu didn t want t change any f them, yu wuld chse the first ptin If yu wanted all emplyees t have this new Hliday Entitlement regardless f what currently exists in their recrd, yu wuld chse the secnd ptin yu wanted t check each emplyee befre yu applied the new Hliday Entitlement, yu wuld chse the third ptin 11. The last ptin is the safest, s highlight it, click OK and the system will start applying yur Template. If it cmes acrss any emplyees with infrmatin already in the fields in yur template, it will cme up with a warning like this, allwing yu t chse whether t apply the change r nt 12. Once the system has finished checking and applying the Template t all the emplyees yu have selected, the fllwing message will appear: 15

16 13. Click OK and then Clse n the Templates screen t finish Imprtant Nte: Remember that Hliday Remaining will still need t be entered manually fr each individual Emplyee 10. Parallel run the next payrll alng with IRIS PAYE-Master Check the crrect amunts are calculated n IRIS Payrll WE STRONGLY RECOMMEND THAT YOU PARALLEL RUN IRIS PAYROLL WITH IRIS PAYE- MASTER FOR AT LEAST ONE PAYROLL PERIOD AFTER CONVERSION. IF THIS IS NOT POSSIBLE CHECK THE FIRST PERIOD S FIGURES THOROUGHLY 16

17 Befre cnversin if RTI is enabled in IRIS PAYE-Master: Enter a leaving date fr any emplyees where this is the last payment Enter Variatins Calculate Payrll Send BACS Finalise Payrll Send EPS if required If a Year-end Cleardwn is required, d this in PAYE- Master befre cnversin Fllw cnversin prcedures n Page 5 17

18 Hw t cntact us If yu have any questins n this guide r difficulties with cnverting, please cntact Supprt wh will be happy t help yu. Yu can call n r at payrllpr@iris.c.uk 18